Introduction: planning with WHS obligations in mind
Delivering a safe public event in Brisbane or elsewhere in Queensland requires structured risk management and clear compliance with the Work Health and Safety (WHS) framework. Event organisers must align operational decisions with the Work Health and Safety Act 2011 (Qld), Safe Work Australia codes of practice and any local government requirements. A systematic approach to WHS audits, crowd safety, emergency planning, contractor coordination and documentation reduces risk, protects attendees and workers, and demonstrates due diligence to regulators and emergency services.
Conducting effective WHS audits
WHS audits should form part of the event lifecycle: pre-event, during-event and post-event. A pre-event audit verifies that site setup, temporary structures, electrical installations and traffic management arrangements meet legal and standards-based requirements. During-event audits identify emerging hazards, non-compliant behaviour and opportunities for immediate intervention. Post-event audits capture lessons learned and corrective actions for future events.
Key elements of a WHS audit include inspection against the event safety management plan, verification of licences and certificates of currency for contractors, review of Safe Work Method Statements (SWMS) for high-risk tasks, and confirmation that control measures (barriers, signage, first-aid stations) are in place and functioning. Audits should be documented, with responsible persons assigned to complete and close out identified actions.
Crowd safety: planning for behaviour, capacity and flow
Crowd safety planning centres on understanding expected attendance, crowd profile and behaviours. Determine maximum safe capacity for each space, plan ingress and egress to avoid bottlenecks, and design physical controls such as barriers and one-way flows for high-density areas. Consider sightlines, queueing areas, and amenities that reduce crowd stress (water, shade, seating).
Staffing is critical: stewards and crowd controllers must be competent, licensed where required and briefed on emergency procedures. Where alcohol is served, coordinate with licensed operators and ensure responsible service practices. Provide effective communications — public-address systems, event apps or signage — so attendees receive timely instructions in the event of a change or emergency. Monitor crowd behaviour with CCTV, patrols and dedicated safety officers to detect and respond to hazards early.
Emergency planning and liaison with emergency services
An emergency management plan (EMP) is mandatory for medium and large public events. The EMP should identify potential emergencies — fire, severe weather, medical incidents, structural failure, crowd crush — and set out response procedures, roles, escalation triggers and communications. Define an on-site control structure (incident controller, safety officer, communications lead) and include contact details for local Queensland emergency services and council representatives.
Engage early with Queensland Fire and Emergency Services (QFES), Queensland Ambulance Service and Brisbane City Council where relevant. Run scenario-based exercises and tabletop drills to validate the EMP and ensure all contractors and stewards understand their roles. Include clear evacuation routes, assembly areas, and arrangements for people with accessibility needs. Ensure emergency vehicle access is maintained and that fire safety systems and suppression equipment are installed and tested according to standards.
Contractor coordination and on-site workforce safety
Events commonly involve multiple contractors — stage builders, lighting and sound technicians, food vendors, temporary fencing, and security firms. Effective coordination prevents hazardous work overlaps and ensures consistent application of controls. Require all contractors to provide current licences, insurances and SWMS for high-risk tasks before granting site access.
Implement a contractor induction process covering site-specific hazards, permit-to-work procedures, emergency procedures and welfare arrangements. Schedule and document toolbox talks and handovers for activities that interface (e.g., rigging while staging is being erected). Ensure providers of crowd control and security possess any necessary licences and training in Queensland regulatory requirements.
Documentation: what to prepare and retain
Comprehensive documentation demonstrates legal compliance and supports continuous improvement. Core documents include the event safety management plan, WHS management plan, risk register, incident register and audit reports. Maintain permits and approvals from Brisbane City Council or other local authorities, certificates of currency from contractors, structural compliance evidence for temporary works and electrical compliance documentation.
Records of inductions, training, steward assignments, equipment inspections and communications during the event are important both for operational clarity and for post-event review. Ensure incident reporting processes capture details of any near miss or injury and that corrective actions are tracked to completion. Retain records for the period required by Qld legislation and organisational policy.
Practical controls and checklists for event organisers
Use a checklist approach to ensure critical items are covered: completed risk assessments, documented emergency plans, audited contractor paperwork, clearly marked evacuation routes, first-aid coverage, and crowd monitoring arrangements. Confirm structural inspections for stages and marquees, test electrical installations with RCD protection where applicable, and verify lighting and signage for night events.
Assign clear responsibility for decision-making on the day: who can cancel or suspend the event, who liaises with emergency services, and who communicates with the public and staff. Establish a communications toolkit (pre-prepared messages, social media protocols, and public address scripts) to manage incidents with transparency and composure.
Ongoing compliance and continuous improvement
After the event, conduct a formal debrief with contractors, stewards and emergency service liaisons. Consolidate findings from WHS audits and incident reports into an improvement plan. Use these learnings to update risk assessments, the WHS management plan, and supplier selection criteria for future events.
Organisers who lack internal WHS expertise should consider engaging external assistance to set up robust systems and perform independent audits. For example, independent WHS support services can help with audit frameworks, safety management plans and regulatory liaison to ensure events meet Queensland requirements. WHS support services Brisbane
Conclusion: embedding safety into event culture
Safety planning for public events in Brisbane and Queensland is an exercise in disciplined preparation and practical application of WHS principles. By prioritising WHS audits, crowd safety, emergency planning, contractor coordination and thorough documentation, event organisers not only meet statutory obligations but also create an environment where attendees and workers can participate with confidence. Consistent record-keeping, proactive engagement with regulators and emergency services, and a commitment to continuous improvement are the foundations of effective event risk management.
Granada flamenco dancer turned AI policy fellow in Singapore. Rosa tackles federated-learning frameworks, Peranakan cuisine guides, and flamenco biomechanics. She keeps castanets beside her mechanical keyboard for impromptu rhythm breaks.